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HomeMy WebLinkAbout2023-04-13 Council MinutesCITY OF CORCORAN City Council Meeting Minutes April 13, 2023 - 7 0.00 pm The Corcoran City Council met on April 13, 2023, in Corcoran, Minnesota. person and the public was present in person and remotely through electronic conferencing platform Zoom. The City Council meeting was held in means using the audio and video Acting Mayor Bottema, Councilor Nichols, Councilor Schultz, and Councilor Vehrenkamp were present. Mayor McKee was excused. City Administrator Beise, Planner Davis McKowen, Public Works Director Mattson, and Director of Public Safety Gottschalk were present. '1. Call to Order/Roll Call Acting Mayor Bottema called the meeting to order at 70.00 pm. 2. Pledge of Allegiance Acting Mayor Bottema invited all in attendance to rise and join in the Pledge of Allegiance. 3. Agenda Approval Acting Mayor Bottema asked for a motion to approve the agenda. MOTION: made by Nichols, seconded by Schultz to approve the agenda as presented. Voting Aye: Bottema, Nichols, Schultz, and Vehrenkamp (Motion carried 4:0) City Administrator Beise noted changes and/or additions to the agenda include draft council minutes, bond sale summary, job descriptions, and cropland report. City Administrator Beise noted removal of closed session item 12a Hackamore Road Improvements and Purchase of Property. Acting Mayor Bottema noted he made the original motion, and Nichols would have seconded the motion. Acting Mayor Bottema made a friendly amendment to his motion to approve the agenda with the cropland item moved to consent agenda item 7n, and to remove item 12a Hackamore Road Improvements and Purchase of Property. MOTION: made by Bottema, seconded by Schultz to approve the agen Voting Aye: Bottema, Nichols, Schultz, and Vehrenkamp (Motion carried 4:0) mmissi on Reprett sena Coives cting Mayor Bottema noted Planning Commissioner Lanterman was present but excused early and Parks and Trails Commissioner Anderson was present. A 5. Open Forum (Public CommentOpportunity) Acting Mayor Bottema invited residents to communicate in -person or telephonically during Open Forum for items not included on the agenda. City Administrator Beise explained the instructions to participate in the meeting via the Zoom video format and reviewed instructions for participation in the meeting through telephone or computer. No residents participated in the public comment opportunity. 6. Presentations/Recognitions a. Hennepin County Commissioner Anderson Acting Mayor Bottema noted Hennepin County Commissioner Anderson's absence and his associate Clara Severson will be presenting in his place and that Commissioner Anderson offered to meet with Councilors one-on-one or in a group. Ms. Severson noted Commissioner Anderson's work on reliable and affordable broadband services, and noted the county has allocated approximately $10 million dollars to ensure every household in Hennepin County as access. Council and staff discussed broadband completion timeline. Ms. Severson noted upcoming projects include the 610 project in Maple Grove and though not directly in Corcoran will allow easier commuting for Corcoran residents. Ms. Severson noted Commissioner Anderson prioritizes community engagement and veteran support and noted some of his support for recent programs include job training and opportunities to formerly incarcerated individuals, tree planting for redevelopment projects, programs that provide housing stability for veterans facing homelessness, and convened several roundtables surrounding mental health challenges within communities. Ms. Severson noted sports and grant funds available. Ms. Severson noted funding available to the City of Corcoran included the $10,000 for a new mower for City Park and Wildflower Park in 2022, and $300,000 in funding for the city park remastering project in 2023. City Administrator Beise noted receipt of grant application, and noted funds need to be expended by 2026 for the city park remaster project. . embedded social worker in 2022 which included several cities, the traffic signal replacement ramp upgrades and turn lanes and a multi -use trail at County Road 116, as part of the Hackamore Road reconstruction project, and a participation agreement of $124,000 for a Corcoran property to restore several wetlands and install 42 acres of prairie that will reduce pollution and benefit Rush Creek. Ms. Severson reviewed the approved 3.5% increase to the Hennepin County levy was a reduction from the initial 4.5% levy approved in September. Council discussed the 610 Project and thanked Ms. Severson and Commissioner Anderson for the presentation. Council discussed county roads and traffic backups and capacity of the 610 Project to deal MsSeverson noted the collaborative program for the with traffic flow. Ms. Severson noted Council questions and thanked Council for their time. 7. Consent Agenda a. 2022-07-14 Draft Council Minutes b. 2022-07-28 Draft Council and Work Session Minutes c. Financial Claims d. Delegated Contract Process Agreement - MNDOT e. Mandatory Utility Connections — Chapter 51 Ordinance Amendment f. NE Water Supply Infrastructure Improvements — Grant Assistance Proposal g. Resolution 2023-23 NW Area Jaycees Tree Donation h. Resolution 2023-24 Accept Truck Safety Donations i. Resolution 2023-25 NW Trails Resolution of Support j. Schedule Work Session — April 27 — Firearms Ordinance k. Trail Haven Bridge Replacement — Pay Request 1 I. Watershed Letter of Support m. Gmach ADU Conditional Use Permit n. Moved: From item 11 b Cropland Bid Results April 7, 2023 MOTION: made by Bottema, seconded by Vehrenkamp to approve consent agenda items as presented. Council requested friendly amendment to Motion and to remove item 7g and 7h for acknowledgement. Motion fails for lack of vote. MOTION: made by Bottema, seconded by Schultz to approve consent agenda items 7a-f, and 71-n, as presented, and pulling items 7g and 7h for acknowledgement and discussion. Voting Aye: Bottema, Nichols, Schultz, and Vehrenkamp (Motion carried 4:0) Council thanked the NW Area Jaycees for the tree donation and for the organizations who donated to the truck safety seminar. MOTION: made by Schultz, seconded by Vehrenkamp to approve consent agenda items 7g and 7h as presented. Voting Aye: Bottema, Nichols, Schultz, and Vehrenkamp (Motion carried 4:0) Planning Business — (Public Comment Opportunity) Acting Mayor Bottema invited residents to communicate in -person or telephonically during the public comment opportunity. City Administrator Beise explained the instructions to participate in the meeting via the Zoom video format and reviewed instructions for participation in the meeting through telephone or 2 computer. No residents participated in the public comment opportunity. a. Corcoran Meat Locker Council and staff discussed allowed and permitted uses on the property, ceased operations, potential buyers, and non -conforming use. Council and staff reviewed the encroachment of an animal -unloading structure on city property. Council and staff discussed a potential zoning ordinance amendment to allow animal slaughtering in a commercial district if the same manner of operation continued. Council and staff discussed variances for the property that would be needed. Council and staff discussed process of reviewing and consideration of city interest in purchasing the property. Council provided direction to the property owner regarding process of appraisal, discounted value, and the adjacent property option. b. PUD Zoning Ordinance Discussion MOTION: made by Bottema, seconded by Nichols to send to th e Planning Council noted possible manipulation of the point system to circumvent the process and force approval by the sitting Council. Council noted appreciation for comments and discussion by the Planning Commission. Voting Aye: Nichols and Schultz Nays Bottema and Vehrenkamp (Motion fails 2:2) Council noted change of opinion and supported no points regarding the PUD zoning ordinance. MOTION: made by Nichols, seconded by Schultz to send to Planning Commission and include the policy suggestion outlined in the staff report, specifically asking for separate feedback on the points system as a mandatory requirement versus just the content of the ordinance absent the point system. Council noted policy decision discussion to decouple the points from the rest of the ordinance. Planner Davis McKeown noted the Motion is Option 1 in the staff report. Council responded with the additional Planning Commission findings, and consideration of a flexible point system, or a rigid and binding system will provide feedback on the content of the ordinance and determine value of the items asked for in the point system or in a list of categories. Voting Aye: Nichols, Schultz, and Vehrenkamp Nay: Bottema (Motion carried 3:1) 9. Unfinished Business - (Public Comment Opportunity) Acting Mayor Bottema invited residents to communicate in -person or telephonically during the public comment opportunity. City Administrator Beise explained the instructions to participate in the meeting via the Zoom video format and reviewed instructions for participation in the meeting through telephone or computer. No residents participated in the public comment opportunity. a. 2023A Bond Sale MOTION: made by Bottema, seconded by Vehrenkamp, to approve Resolution 2023-27 Awarding the Sale of General Obligation Bonds — Series 2023A. Tammy Omdal, Northland Securities, Advisor to the City, on the sale of approximately $26.1 million dollars. Ms. Omdal noted five bids were received in the morning, and noted the City did extremely well. Ms. Omdal noted there were many external factors at play that helped the City. Ms. Omdal noted at time of set sale the interest was estimated 4.85%, that included a 75-basis point 7.5% cushion. Ms. Omdal noted the final bid from Piper, true interest cost is at 3.7%. Ms. Omdal reviewed rates have moved around a little bit since January 26, meaning down. And, market conditions and other competing sales, both in Minnesota and nationally played in my opinion to the city's favor. So great results for the city of Corcoran, the final par amount will be $25,545,000. Ms. Omdal reviewed the reason for the reduction is Piper winning bid, bid with premium, and noted the premium was not needed to fund project costs, but used to reduce the par amount of the bonds. Ms. Omdal noted recommendation that the City Council award the sale of the bonds to Piper with the low bid. Voting Aye: Nichols, Schultz, and Vehrenkamp Nay. Abstain: Bottema (Motion carried 3:0:1) b. 2022-2023 Capital Improvement Plan Purchases and Amendments City Administrator Beise noted the capital improvement plan purchases for 2022-2023, and noted remaining purchases in 2023, with some minor revisions to Public Works items. MOTION: made by Bottema, seconded by Vehrenkamp, to approve the staff recommendation of the 2022- 2023 Capital Improvement Plan purchases and amendments as presented including the Trailer, �/2 Ton Pickup, 3/4 Ton Pickup, Ford SUV Explorers (2), Support/Protection Equipment, City Hall Roofing, 6125R Tractor, CT160 Scrubber/Sweeper, and SJ3226 Scissor Lift. 3 Council briefly discussed resale value of listed items. City Administrator Beise outlined in the past year, the City had allocated $300,000 towards capital, with increases incrementally year after year, and noted some equipment needs and costs outpaced the City 's ability to set aside funds. City Administrator Beise noted staff will continue to work on how to cash flow. Council questioned when City Hall was last re -roofed, Voting Aye: Bottema, Nichols, Schultz, and Vehrenkamp (Motion carried 4:0) c. City Center Drive and 79th Place Street Improvements Staff reviewed because of unanticipated delays in the St. Therese development, the timing for ordering the street improvements has passed related to the previous special assessments. Staff has identified two options to proceed with the street improvements, negotiate waiver agreements with the benefiting properties, or restart the Minnesota State Statute 429 process. Council and staff discussed various options regarding the project. MOTION: made by Schultz, seconded by Nichols, approving Option 1, City Center Drive and 79th Placement Street Improvements — Engineering Design Services Proposal and authorizing staff to negotiate waiver agreements with an amendment with a 45-day stipulation. Voting Aye: Bottema, Nichols, Schultz, and Vehrenkamp (Motion carried 4:0) d. City Administrator Performance Evaluation il discussed annual performance dates for the city Councadministrator performance evaluation. M: OTIONmade by Bottema, seconded by Nichols, to approve an annual performance review at the end of the calendar year and schedule for December Council meeting of each year thereafter. Voting Aye: Bottema, Nichols, Schultz, and Vehrenkamp (Motion carried 4:0) New Business (Public Comment - Oaaortunitvl Actng Mayor Bottema invited residents to communicate in -person or telephonically iiiduring the public comment opportunity. City Administrator Beise explained the instructions to participate in the meeting via the Zoom video format and reviewed instructions for participation in the meeting through telephone or computer. No residents participated in the public comment opportunity. a. Ravinia Development Surety Request Council and staff discussed the development contract, warranties, and trail conditions. Staff noted Lennar has been working towards closing out several of the earlier phases within the Ravinia Development. Staff reviewed continued progress in relation to the outstanding work completed, and noted Lennar has requested additional reductions to the Letter of Credit sureties for Ravinia 1st, 2nd, 3rd, 4th, 6th, and 8th additions. Staff noted review of information supports the Letter of Credit reduction request. Staff noted per the development contract, Council approval is needed to approve staff to administer the request. Council noted three existing trail issues, on Gleason with Willow trees that created heaves in the trail, sunken areas off Gleason where water collects, and a trail running through wetlands that connects from Steeple Chase Lane with silt fence and some construction garbage left behind. Staff responded that the examples by Council are not within the current additions. Council discussed having the developer complete the work in the spring with Council review of the request once the work is completed. Council discussed Option 3 to decline the request until work is completed. Staff noted discussions with the city attorney regarding language in the development contract referring to reasonably necessary amounts to cover construction related to the status of the development in relation to the developer request for reduction of the Letter of Credit surety. Staff noted Council's concern of work not being completed and noted a 90-day surety process would be an alternative recommendation to include rather than declining the request. Council discussed the DO -day surety suggestion, but not decreasing maturity, and discussed option for the City to complete the work if developer cannot complete within 90 days. Council discussed the developer completing the work by June and then returning their surety back within 60 days of request date. Council discussed reducing the current surety by $200,000 to preserve a strong incentive for the developer to finish and meet halfway, but Council noted without an incentive, are not confident the work will be completed in a timely manner. MOTION: made by Nichols, seconded by Schultz to decline the request for reduction of credit sureties for Ravinia 1st 2nd3 3rd14th16th and 8th additions. Voting Aye: Bottema, Nichols, Schultz, and Vehrenkamp (Motion carried 4:0) Council provided staff direction regarding work completion with an appropriate timeline for the developer to 4 have work completed by the spring of 2024. D. Hunters Ridge Street Improvements - Feasibility Report Proposal MOTION: made by Bottema, seconded by Nichols to approve the Hunters Ridge Street improvements and feasibility study including authorization of appraisal work in the amount $2,500. Acting Mayor Bottema noted a friendly amendment and clarified $2,500 is for the appraisal, and $7,500 is for the feasibility study, for a total amount of $10,000. Voting Aye: Bottema, Nichols, Schultz, and Vehrenkamp (Motion carried 4:0) c. Public Works Job Descriptions and Hiring Authorization City Administrator Beise reviewed the Public Works staffing reorganization phase 2 and noted it includes a job description review and authorization to hire. City Administrator Beise noted in 2021 and 2022 the City moved forward with the public works reorganization. City Administrator Beise noted staff are recommending bringing forward the administrative assistant position and the engineering and development superintendent position. City Administrator Beise noted the reorg also considers the addition of the water supply infrastructure staffing later in the year. City Administrator Beise noted the crew lead and maintenance worker positions were re -scored with job descriptions changes. City Administrator Beise noted the three job descriptions within the packet include the administrative assistant, crew lead, and maintenance worker. City Administrator Beise noted the crew lead position retained a grade 10, the maintenance worker scored at a grade 8, and the administrative assistant at a grade 6. City Administrator Beise noted the recruitment and retention discussion, and timeline would be brought to Council for review at future meeting. MOTION: made by Bottema, seconded by Nichols to approve Option 1. Voting Aye: Bottema, Nichols, Schultz, and Vehrenkamp (Motion carried 4:0) 11. Staff Reports a. Hackamore Road Improvements — Bid Update ith item 12a Closed Session on Hackamore Road Improvements Staff noted report would have coincided w and will be scheduled for a future meeting. b. Moved to item 7n: Cropland Bid Results April 7, 2023 12. Closed Session a. Removed: Hackamore Road Improvements and Purchase of Property 13. 2023 City Council Schedule Council received schedule. Council member Nichols noted he will be absent from the April 27 work session meeting but will provide comments to staff. 13. Adjournment MOTION: made by Bottema, seconded by Nichols to adjourn. Voting Aye: Bottema, Nichols, Schultz, and Vehrenkamp (Motion carried 4:0) Meeting adjourned at 9:07 pm on April 13, 2023. Michelle Friedrich —City Clerk 5